General Questions / Schedule

What are the official show dates & times?

  • The show kicks off with our Pre-Conference on Sunday, November 2nd at 3pm and runs through Tuesday, November 4th at 3pm.

When is the exhibit hall open?

  • The exhibit hall is open Monday, November 3rd during the Happy Hour from 4-6 PM, and 11:30 AM – 3PM on Tuesday, November 4th.

Where is the exhibit hall?

  • In 2025, the show is moving to a new hall! We will be in Hall A of the Indiana Convention Center which is the side closest to Victory Field and the JW Marriott.

Who will attend the event?

What is the deadline to register for the 2025 conference?

  • Online registration closes October 27th. However, you’ll want to get your spot secured before September 8th as prices will increase.

Who is exhibiting at the event?

Who should I contact with questions about the event?

Registration Questions

Where can I book my hotel room?

How do I add additional people for my table / booth?

As an exhibitor can I go to the Welcome Reception on Monday Night?

  • Yes! This year we are not taking the Welcome Reception offsite. It will be the official opening to the trade show floor and take place inside the expo hall. We encourage your booth to be set before the reception and for you to take part in this great networking opportunity.

Exhibit Hall Questions

When/Where is exhibitor load-in?

  • Exhibitors can load in either Monday, November 11th from 11AM-3PM or Tuesday, November 12th from 7-10:30AM. If you choose to load in on Tuesday, please note there is no loading dock access that day and you will not have visibility time during the Happy Hour on Monday evening. On Monday, the loading dock will be open. You can access the Hall A Dock off of the West Street Entrance. Please note it is against ICC policy to use your own electric pallet jacks on the show floor to unload your items.

When is exhibitor load-out?

  • Tear down is from 3-5PM on Tuesday, November 4th. Out of respect for our grand prize drawing/attendees, please do not begin tearing down prior to 3PM.

How do I get electricity for my exhibit space?

Are there regulations on what my booth / table can look like?

  • No; but you must stay within your 10X10 space. Your booth cannot extend or block other exhibitors and/or the walkway.

What size are booths?

  • Every booth is a 10X10 space unless you have purchase side by side booth spaces which are then combined into one larger booth.

Do the booths come with furniture / equipment?

  • Yes; each booth comes with (1) 6’ draped table, (1) 10’ high back and (2) 3’ high draped walls, (2) chairs, (1) wastebasket, (1) identification sign, and basic carpet.

What is the cancelation policy for exhibitors?

  • All cancellations must be submitted in writing. Lack of payment or lack of occupying space on exhibit floor during show dates does not constitute cancellation and a refund will not be provided. It is agreed that if the company cancels the space after September 26, 2025, 100% of the exhibit cost will be retained. Exhibit space may be cancelled for failure to pay balance by October 3, 2025.

Is there a show decorator?

  • Yes, we are contracting with Excel Decorators to help put on this show. They will reach out to you with your exhibitor services kit once registered.

How do I ship items to the event?

  • Please reference your exhibitor services kit sent by Excel Decorators. If you have not gotten a kit, please reach out to 317-856-1300.

How do I choose my space(s)?

  • Exhibits are sold on a first come first serve basis through our registration system.

Attendee Engagement / App / Marketing

Will there be a list of attendees available?

  • Yes, a pre & post event attendee list is emailed to all exhibitors. You can expect to see the pre-event list about 2 weeks prior to the event.

Is there an attendee app for the event?

  • There is an app for the event. More details will be emailed out to all participants once it becomes available in the Apple/Google Play Store.

How do I become a sponsor?

  • You can view our sponsorship opportunities in the prospectus. When you are ready to commit to a sponsorship, please complete the “Sponsorship Only” registration form.

Can exhibitors hold events during the conference?

  • You are more than welcome to host receptions & dinners, but they cannot conflict with official conference/exhibit hours per the exhibitor terms & conditions. We intentionally built free time into the schedule on Monday from 6-10 PM and Tuesday from 3-5 PM for vendors to host whatever activities they prefer.

Can exhibitors hold contests and raffles?

  • Yes! This year any raffle drawing you host at your booth will be on you to coordinate picking a winner and getting the prize to them. MWHCEC will be hosting separate sponsored prize drawings throughout the event with a Grand Prize Drawing held at 3PM on Tuesday November 4th.

How do I track the contacts I make with attendees?

  • You can create your own system to track leads or utilize our conference app to connect with attendees and track them as leads. More information on how lead retrieval works will be sent out when the app becomes available.

Is there a marketing kit we can use?

  • Help spread the word about your participation in the Midwest Healthcare Engineering Conference & Trade Show by using this marketing toolkit.